How to Create and Use Excel Pivot Tables

TL;DR

Excel Pivot Tables quickly summarize and analyze tabular data without requiring formulas. Prepare the source with a header for every column and no empty rows or columns in the middle, convert it to an official Excel table with Ctrl+T, and then insert a PivotTable or use Recommended PivotTables. You can organize fields, filter regions, change calculations, format values, and refresh added data. Read on for the exact setup and customization steps.

Transcript

Why use Excel Pivot Tables? If you want to get insights from your data or create reports really fast, you're going to need Pivot Tables. Let's say you receive this data set, you need to figure out the total sales by product and get them in order so you can see which products generate the most sales. You also want to figure out which customer accoun... Read More

Key Insights

• Pivot Tables are essential for summarizing large data sets quickly.
• Data must be organized in a tabular format with headers for Pivot Tables.
• Converting data to an Excel table allows automatic updates with new entries.
• Recommended PivotTables provide a quick start with pre-set layouts.
• Customization includes sorting, filtering, and layout adjustments.
• Values can be shown as percentages of grand totals for better insights.
• Slicers offer a visual way to filter data across multiple Pivot Tables.
• Refreshing Pivot Tables updates all connected tables simultaneously.

Questions & Answers

Q: How do you create and use an Excel Pivot Table?

Organize the source in a tabular format with headers and no empty rows or columns in the middle. Convert it into an official Excel table with the Table button or Ctrl+T, then go to Insert and select PivotTable or Recommended PivotTables. Arrange the available headers within the Values, Rows, Columns, and Filters areas to build the report.

Q: Why should source data be converted into an official Excel table first?

A fixed PivotTable range only includes the rows currently specified, so newly added lines may be omitted. An official Excel table expands with new data, allowing those additions to be included in the PivotTable when Refresh is pressed.

Q: What format should Excel data use before creating a Pivot Table?

The data should be arranged in a tabular format, with a header for every column. It should not contain empty columns, empty rows, or total values in the middle of the dataset.

Q: What are Recommended PivotTables in Excel?

Recommended PivotTables suggest ready-made summaries based on the dataset. They may provide exactly the needed report or offer a faster starting point, such as a table showing the sum of sales in USD by customer name.

Q: How can a Pivot Table calculation be changed from sum to average?

Open the field's drop-down menu in the Values area and select Value Field Settings. Change the calculation from Sum to Average and confirm it; the same settings are also available by right-clicking the PivotTable.

Q: How should numbers be formatted in an Excel Pivot Table?

Right-click a value and select Number Format, then choose settings such as a 1000 separator and zero decimal places. The transcript advises using Number Format instead of Format Cells because the number format stays with the PivotTable as it expands.

Q: How can Pivot Table data be filtered or split by region?

Drag the Region field into the Filters area and use its drop-down menu to select a specific region, multiple items, or All. Alternatively, move Region into the Columns area to display customer names by region.

Q: How can grand totals, subtotals, and report layout be customized?

Use the PivotTable design options to turn grand totals off completely or display them only for selected rows or columns. Subtotals can also be hidden, and the report can be shown in tabular form to provide column headers for each field.

Summary & Key Takeaways

• Pivot Tables in Excel simplify data analysis by allowing users to summarize large datasets without complex formulas. Convert your data into an official Excel table for automatic updates when new data is added. Recommended PivotTables can provide a quick start, and customization options include sorting, filtering, and layout adjustments.

• Advanced features such as displaying values as percentages of grand totals and using slicers to filter data across multiple Pivot Tables enhance the usability and effectiveness of Pivot Tables. Slicers offer a visual interface for filtering, making data analysis more intuitive and accessible.

• Refreshing Pivot Tables ensures all connected tables are updated with the latest data, maintaining data integrity and accuracy in reports. Pivot Tables are a powerful tool for discovering relationships within data, making them invaluable for creating reports and gaining insights quickly.